financial secretary duties and responsibilities - mn knights...semi-annual audit report - #1295 due...
TRANSCRIPT
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Financial Secretary
Duties and Responsibilities
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Star Council
Membership
Quota= 4 or 7%
of membership
Insurance
Quota=3 or 2.5%
Columbian Award
SP-7 Due by June 30th
Fraternal Survey
Form #1728 Due by Jan 31st
Program Personnel Reported
Form #365 Due by August 1
Per Capita Tax Paid
at June 30th
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Council Forms
Completing another form may seem
like a waste of time, but nothing is
further from the truth. Each properly
completed form sent to the appropriate
personnel conveys important information
necessary for proper functioning of the Order and
the Council. Good communication and effective
management depend on the transfer of important
and relevant data in order to succeed.
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Council Forms
Where to find council forms:
▪ Web Site – Officers On-line
▪ Web Site - Publications/Forms
▪ Sent from Supreme Council
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Forms available on Officers On-Line
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Forms available on the K of C Website
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Proper Completion of Form #100
Form #100 is the Application for
Membership in the Order.
It is used to report member transactions
to Membership Records such as
initiations, re-entries, suspensions,
transfers, reporting deaths and data
changes.
Prompt reporting is crucial.
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Membership Document: Form #100 Rev 3/15
Used to convey new member and changes in status.
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Proper Completion of Form #100
Council Number
10909
Council Location (City and State)
Omaha, Nebraska
Membership Number, if known
1234567
Date Application Read
First degree date
10/8/14b
Date Member Elected
10/3/14 10/3/14
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Proper Completion of Form #100
New Member – Check this box.
x
Juvenile to Adult- When a man joins
the Order who has an insurance
policy issued on him prior to18
years of age.
x
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Proper Completion of Form #100
Reinstatement- Use when the member rejoins
the Order after being suspended less than
three months.
No break in service, no loss of benefits.
Must join the same council from which he was
suspended. Certain exceptions may apply.
x
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Proper Completion of Form #100
x
Reactivation – Member who has
insurance with the Order becomes an
active dues paying member.
Reactivation fee is $5.00
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Proper Completion of Form #100
Readmission –Member who has been out
of the Order for more than 3 months but
less than 7 years. Readmission fee is
$7.50.
x
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Proper Completion of Form #100
Reapplication- Former member who
has been suspended for over 7 years
rejoins the Order. Reapplication fee is
$7.50.
x
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Proper Completion of Form #100
Transfer In – an active member
transfers in to your council. Only the
council receiving the member can
initiate the transfer
x
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Proper Completion of Form #100
Data change – Use when making
changes to a members record, such as
address, phone number, degree dates
etc. Preferred input method is through
Member Management on the K of C
Website- Officers On Line.
x
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Proper Completion of Form #100
Suspension - After 60 days and before
90 days of submitting the #1845 Notice
of Intent to Suspend, mark date and
forward to the membership records
department.
See Notice of Intent Form on Next Slide
x
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Notice of
Intent to
Suspend
Form
Printed
from MB
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Proper Completion of Form #100
Death - Notify membership records of the
month, day and year of the death of a
member. Also complete next of kin info.
Use Member Management to report death to
Membership Records, Update Next of Kin
and Change Member Status.
x
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Proper Completion of Form #100
▪ Name and Address - Complete and Legible
▪ Date of Birth, Marital Status, Phone numbers
▪ E-mail address, occupation and last 4 digits SS#
Seacrest Jerald K Dr
5687 Seward Street Oakland Ohio 40987 USA
10/31/48 M 203-567-9008 203-567-9009 203-456-9787
[email protected] Cardiologist 0000
2390
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Proper Completion of Form #100
▪ Parish Name and Location
▪ Former Columbian Squire
▪ Degree Dates
▪ Former council information
x St Mary’s, Bellevue, WA
4/6/88 5/22/88 12/12/88 5/2/89
6/4/95 Job relocation 7740 Omaha, Nebraska
x
x
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Proper Completion of Form #100
▪ Proposer Name and Number
▪ Signature of Applicant
▪ Date, Signature of Financial
Secretary and Grand Knight
Rod J Hofschulte
1590186 x
9/3/14
X
x
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Disability Waiver Form #1831
Application for Relief from
Payment of Council Dues
and Supreme and State Per
Capita Taxes
Member receives
certification of disability from
one of the listed agencies.
Financial Secretary forwards
to Membership Records
Attested to and renewed
annually per GK and FS.
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Forms for Reporting Council Activities
The following section of Forms are used to
report council leadership, activities,
requests and to provide information to the
Supreme Council.
The Financial Secretary is responsible for
insuring that all council forms are completed
and submitted in a timely manner.
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Report Elected Council Officers #185
Form #185
Submit before July 1st
each year, even if all
positions are not filled.
Use Member Management
for on-line entry and
submission.
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Input names of elected
Officers in Member
Management- Council
Administration and
produce this report in
Print Center
Report of Council Officers from MM
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Service Program Personnel Report #365
Submit annually before
August 1st
Assist GK in preparing
report
Use this form or
Member Management
Required for Star
Council Award
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Report Fraternal Activity #1728
Submit annually before
January 31st
Supports Tax Exempt
Status and Provides
Order’s Charitable
Donations/Volunteer
Hours
Required for Star
Council Award
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Semi-Annual Audit Report - #1295
Due Feb 15/Aug 15
Provide info to GK and
Trustees. By law, they
must prepare and sign
Maintains $5,000 bond
Insure safety of council
funds
Cannot be submitted on-
line (Signatures)
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Columbian Award Application #SP7
GK and Program
Chairmen complete.
File anytime before
June 30th each year.
List four activities in six
program categories.
Required for Star Council
Award
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Supply Order Form #1
Use 800 266
6340 to fax or
mail requests.
Order On-Line
with Officers On-
Line (See next slides)
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Order supplies on-line here
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Logged in as FS or GK will
show council supplies
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Monthly Membership Forms
Financial Secretaries receive monthly
membership reports from Supreme.
Reports show Membership of Record
Reports submitted and date
Financial Status of the Council
Council membership changes recorded
at Supreme
Address maintenance updates
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Monthly Council Statement
Council Statement-
Summary and Payment
Coupon
Used by FS to verify
accuracy of information,
quotas achieved, reports
received at Supreme,
etc
Payment coupon for
remitting money owed to
Supreme
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Monthly Membership Statement
Transfer in Transfer out Payment made
Address maintenance area
Hawk – Transfer in- Ins add – Debit for 2 months – Cr to previous Council
Parker – Transfer Out – Previous Month- Cr adjustment DB previous Council
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Account Adjustment for Transfer
Membership Records mails this form to the member’s former council for degree information, dues owed or paid.
Supreme will not assess back dues more than one year.
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Statements and Rosters
Print from Officers-on-Line
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Forms Used for FS Appointment
The following slides show forms
used for the appointment and
evaluation of the Financial
Secretary.
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Application for Appointment #101
Mailed from Supreme
to GK to begin process
for appointment of FS.
To be completed by all
qualified and interested
candidates.
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GK nominates a candidate with trustee concurrence.
Forms are forwarded to Supreme Knight for appointment
Nomination For Appointment #103
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How Appointed
After recommendation by the Grand
Knight and the Trustees, the Financial
Secretary shall be appointed by the
Supreme Knight for a three year term
and shall hold office at the will of the
Supreme Knight.